Promoting the growth and development of dance for children and young people internationally

Constitution

DANCE AND THE CHILD INTERNATIONAL (daCi)

A fully constituted branch of the Conseil International de la Danse

CONSTITUTION AND BY-LAWS

Approved by Advisory Board July 1998

Accepted by general membership at General Council Meeting, August 2000

Index of Articles and attached By-laws

ARTICLE I Name

ARTICLE II Aims and Purposes

ARTICLE III Duration

ARTICLE IV Address for Contact

ARTICLE V Membership plus By-laws 1 - 3

ARTICLE VI General Management plus By-laws 4 - 7

ARTICLE VII The Executive Committee plus By-laws 8 - 17

ARTICLE VIII Finance plus By-law 18

ARTICLE IX Alterations to the Constitution

ARTICLE X Dissolution

DANCE AND THE CHILD INTERNATIONAL (daCi) CONSTITUTION

ARTICLE I Name

Dance and the Child International, also to be known hereafter as daCi, is a non-profit making association founded in 1978 and subsequently entering the Conseil International de la Danse (CID), UNESCO, as an autonomous, fully constituted branch of CID with the aim of promoting the growth and development of dance for children on an international basis.

ARTICLE II Aims and Purposes

The aim of Dance and the Child International is to recognise and develop dance for young people, with respect for the ethnic, gender and cultural identities of each young person within a spirit of international understanding.

Its objectives are to:

- increase and develop opportunities for young people to experience dance as creators, performers and spectators and to do this both within and between countries;

- ensure that the dance interests of young people are recognised and developed;

- preserve a cultural heritage of all forms of dance for young people;

- encourage and make available research into all aspects of dance for, with and related to young people;

- urge all countries to ensure that dance is included in both general education and community programmes;

- facilitate exchange and collaboration related to young people’s dance both within and between countries;

- organize a conference normally at least once every three years.

ARTICLE III Duration

daCi is established for an unlimited duration of time.

ARTICLE IV Address

daCi may be contacted through the Chairperson or current Secretary at such an address as may be determined by the Executive Committee, and also through the current address of the Conseil International de la Danse.

ARTICLE V Membership

Membership of daCi shall be open to all individuals, associations, groups and organisations interested in furthering the purposes and objectives of daCi. Members, except for Honorary members, shall pay such annual subscriptions as are determined periodically by the Advisory Board. Annual subscriptions shall be for a twelve (12) month period commencing on such calendar dates as will be determined by the Advisory Board. Membership of daCi is attained through either a National Chapter, or through a National Representative where no National Chapter exists, or through the International Treasurer where no National Representative exists.

BY-LAW 1: Individual Membership

Individual membership is attained by payment of the annual subscription to be determined periodically by the Advisory Board.

The individual member is entitled to attend the General Council meetings and enjoys full voting powers, including a postal or proxy vote.

The individual member is entitled to all privileges/services of daCi as may exist at any given time.

BY-LAW 2: Group Membership

Group membership is attained by payment of the annual group subscription accompanied by the name of the group’s designated representative.

Each group shall be entitled to one vote cast by a designated voting representative at General Council meetings or postal or proxy vote. Other members of the group

may attend and participate in the General Council Meetings but not vote.

One designated member of a group at any given time is entitled to all services/privileges of daCi.

BY-LAW 3: Honorary Membership

Honorary membership is conferred upon persons who have made significant contributions to daCi or to young people’s dance in some capacity, and are nominated by the Executive Committee of daCi and approved by the Advisory Board and General Council.

ARTICLE VI General Management

daCi is governed internationally by three structures:

1. The General Council: The General Council shall consist of the total membership of daCi, who may vote on recommendations put forward by the Advisory Board.

2. The Executive Committee: The Executive Committee shall consist of at least eight, and no more than ten, members nominated by members of daCi and elected by the

Advisory Board.

3. The Advisory Board: The Advisory Board shall consist of the Executive Committee and the National Representatives.

Within some countries, daCi may operate through structures at a national level.

BY-LAW 4: General Council Meetings

(i) The General Council shall meet at international conferences. Special meetings of the General Council may be called by the Chairperson or Secretary, or on written request of one-third of the membership, including at least five countries. At least 28 days’ notice will be given of the General Council meetings to the members, and shall consist of time, place and agenda. Only business stated on the agenda will be undertaken at a special meeting, unless a unanimous vote of approval for the addition of new business is given by those present.

(ii) All current members must be given the opportunity to vote on any action item

on any General

Council agenda.

(iii) Decisions shall be made by a fifty-five percent (55%) vote. Quorum shall be ten percent (10%) of the General Membership whether by postal ballot or at the General Council.

BY-LAW 5: Advisory Board

(I) Duties of the Advisory Board:

- to elect the Executive Committee,

- to develop policy,

- to approve budgets,

- to approve the conference venue,

- in conjunction with the Executive Committee, to advise the conference chair and

committee on structure, content, and publicity for conferences.

(ii) Meetings of the Advisory Board

The Advisory Board shall meet at international conferences and normally at least once between conferences. Additional meetings may be called by the Chairperson or on written request of twenty percent (20%) of the Advisory Board members. Quorum shall be forty percent (40%) of Advisory Board members. Decisions shall be made by majority vote. At least twenty-eight (28) days’ notice will be given of the Advisory Board meetings to the members, and shall consist of time, place, and agenda. Only business stated on the agenda will be undertaken at a meeting, unless a unanimous vote of approval for the addition of new business is given by those present.

BY-LAW 6: National Chapters

The members of daCi within a country may form a Chapter for that particular country. Normally each country may have one Chapter only, in sympathy with the aims of daCi. Each Chapter may organize its own administration and take steps to finance its own activities. Each Chapter will designate a representative to serve on the daCi Advisory Board.

BY-LAW 7: National Representatives

(i) Selection of Elected/Appointed National Representatives

In the event that there is only one member from a country, the Executive Committee, through the Chair, may designate an Appointed National Representative for an initial period of three years. In the event that there is more than one member from a country, those members may select one member to serve as Appointed National Representative for an initial period of three years. At the end of this three-year period, it is expected that formal structures will have been established for the election of an Elected National Representative from amongst the membership of that country. In all instances, daCi members of a country should ensure that representation of a country is achieved by democratic means and that normally a regular change of National Representative occurs. In the event that two or more individuals claim to be the Elected National Representative, there shall be no National Representative from that country until a resolution is achieved.

(ii) Duties of the Elected National Representatives

a. to attempt to increase daCi membership,

b. to establish and maintain regular contact with national members,

c. to establish where possible a daCi national chapter in countries where there is none,

d. to produce a national leaflet in the style and/or language(s) of that country, Any leaflet should include the daCi logo and images and/or text which reflect the aims and objectives of daCi,

e. to ensure that international membership fees are sent to the international Treasurer in Canadian Dollars,

f. to submit a report to Advisory Board meetings,

g. to assume responsibility, together with the Nominations Committee, for the procedures to elect the Executive Committee,

h. to ensure that national submissions are made to the International Publication in accordance with the guidelines approved by the Advisory Board,

i. to link with relevant organisations in order to create a network.

If a National Representative does not attend three consecutive Advisory Board meetings or send a representative who has proxy, that person does not fulfil his/her duties as defined in BY-LAW 7 and shall no longer hold office. If a National Representative is elected to the Executive Committee (International), the National Chapter of that country is responsible for ensuring a replacement on the Advisory Board.

(iii) Voting rights of Elected National Representatives

Any member who is unable to attend a meeting of daCi may vote by proxy through another daCi member who may or may not be from the same country, provided that notice of proxy has reached the Secretary not later than forty-eight hours prior to the meeting by letter, telephone, fax, telegram, email, etc.

ARTICLE VII The Executive Committee

The Executive Committee is the body charged with taking action to implement the objectives of daCi, through the following:

- to prepare agendas and accompanying documentation,

- to take executive action in relation to policy determined by the Advisory Board,

- to make financial decisions within the guidelines established by the Advisory Board,

- to ensure regular communication with members on daCi business, through established and unofficial channels ,

- to ensure regular representation at CID/UNESCO meetings.

The Executive Committee shall consist of the following members:

The Chairperson

The Chairperson Elect

The Secretary

The Treasurer

The Research Officer

Members-at-Large (a minimum of three, maximum of five)

Co-opted members (a maximum of three)

The Past Chairperson for a period of one year after ceasing to be Chair

BY-LAW 8: Election of Executive Committee

(I) The Executive Committee shall be elected every three years.

(ii) The Advisory Board shall appoint a Nominations Committee, which shall be responsible for presenting a slate of candidates for the Executive Committee.

(iii) The Nominations committee shall follow guidelines established by the Advisory Board. These guidelines shall be reviewed by the Advisory Board prior to appointing the Nominations Committee.

(iv) The Executive Committee shall set the dates for the upcoming election, ensuring that the process is completed in sufficient time prior to the conference to facilitate attendance of new officers.

(v) Nominations will be solicited through the National Representatives and from the membership. All nominations will be sent to the Secretary.

(vi) Any nominee must be a daCi member, and every nomination must be seconded by another daCi member.

(vii) Any nominee must agree to the nomination.

(viii) Any daCi member may nominate himself/herself.

(ix) After the nominations have been received by the Secretary, a secret postal ballot will take place by members of the Advisory Board. Results will be determined by a simple majority of those voting for each position.

(x) Announcement of the results to members of the Advisory Board, the nominees, and the general membership will follow guidelines established by the Advisory Board.

BY-LAW 9: Vacancies and Removal of Officers

Any vacancy occurring amongst the officers of daCi will be filled by temporary appointment by the Executive Committee and ratified at the next meeting of the Advisory Board. In the event of the death or resignation of the Chairperson, the Chairperson Elect, Past Chairperson, or any designated executive member, shall assume office as determined by the Advisory Board by resolution. The removal of any officer, agent or employee of the organization shall be determined by the Advisory Board by resolution.

BY-LAW 10: CID/UNESCO Representation

The Executive Committee shall select two of its members who will coordinate representation to and attendance at CID/UNESCO for a three year period.

BY-LAW 11: Assumption of Office

When the new Chairperson moves into office at the General Council meeting, the previous Chairperson assumes the position of Past Chairperson and serves for one year. All other members of the Executive assume office at the General Council meeting and serve for three years.

BY-LAW 12: Duties of Chairperson

The Chairperson shall be the Chief Executive Officer of daCi whose responsibility is to ensure that all necessary meetings are called and agendas prepared. The Chairperson or his/her designate will be the official representative of daCi with other associations, agencies and organizations and shall be liaison officer of daCi with the different levels of government. He/she will assume responsibility for official correspondence on such matters in consultation with the Secretary.

The Chairperson shall be an ex-officio member of all committees of daCi.

The Chairperson shall have powers to act in emergency situations on behalf of daCi without consent of the Executive Committee or the Advisory Board. An attempt must be made to have any action(s) taken ratified by the appropriate body of daCi at the earliest opportunity.

The Chairperson, whom failing, The Chairperson Elect or the past Chairperson, shall preside at all meetings of the Executive Committee and of the Advisory Board and of the General Council and shall have a deciding vote as well as a deliberate vote.

BY-LAW 13: Duties of the Chairperson Elect

The primary responsibility of the Chairperson Elect is to assist the Chairperson in the execution of the duties of his/her office. In the event of the Chairperson’s inability to perform the duties of office, the Chairperson elect shall assume the functions of the Chairperson.

BY-LAW 14: Duties of the Secretary

The Secretary is responsible for ensuring that proper records of proceedings are kept up-to-date and circulated as appropriate.

The Secretary shall regularly receive from the Treasurer an up-to-date list of the Membership of daCi.

The Secretary will have charge of the official correspondence of daCi except in matters where it may be necessary for the Chairperson, as chief officer of the organization, to assume this responsibility.

The Secretary, cooperating with the Chairperson will compile the Agenda of the General Council, Advisory Board and Executive Committee Meetings.

BY-LAW 15: Duties of the Treasurer

The Treasurer shall be responsible for maintaining the International Account, receive and dispense monies for the organization, execute appropriate banking procedures, maintain and keep records of all financial transactions, prepare financial statements for the Board annually, or on request, prepare financial statements for the General Council for presentation at General meetings, ensure that a regular audit is carried out by a qualified chartered accountant, formulate financial guidelines for consideration by the Advisory Board, and prepare a budget for the fiscal year as directed by the Advisory Board.

The Treasurer shall receive ‘new member’ and ‘renewal’ fees from the membership; receipt all and only-international fees and send receipts directly to payee; maintain an up-to-date membership list to be made available to Advisory

Board members, Secretary, and Chairperson annually and each new member, each member at the General meeting; send renewal reminders to National Representatives, and recommend membership guidelines or policy for Advisory Board consideration.

Note: The membership list is for the use of members only and may not be duplicated or given in part or in whole to any non-member without permission of the Advisory Board.

BY-LAW 16: Duties of the Research Officer

In association with the Executive Committee, the Research Officer shall coordinate and facilitate communication regarding research among daCi members, which shall promote and enhance the aims and objectives of daCi.

BY-LAW 17: Duties of the Members-at-Large

Members-at-Large are expected to identify and take on specific responsibilities according to their particular areas of expertise.

Members-at-Large are expected to attend Executive meetings whenever possible and to contribute to the business of daCi.

ARTICLE VIII Finance

The Executive Committee shall keep proper accounts of the funds of daCi and shall cause to be prepared a balance sheet audited by a chartered accountant and published together with a financial report of the operation of daCi.

The Advisory Board shall maintain with the Treasurer, all accounting books and financial records; shall determine the acceptance and dispensation of donations; shall be empowered to approve contractual agreements; borrow money on the credit of the organization; approve banking arrangements; and enter into trust arrangements with trust companies.

No Board Member or Officer shall be liable for the acts, negligence or defaults of any other Board Member, Officer or employee, or for loss, damage or misfortune which may happen in the execution of his/her office unless the same should happen through his/her willful neglect or default.

No member of the organization is in his/her individual capacity liable for any debt or liability of the organization.

BY-LAW 18: Financial Matters

The Treasurer and Chairperson shall possess signing authority for financial matters. The Treasurer has primary signing authority, and in the absence of the Treasurer, the Chairperson can fulfil this function.

ARTICLE IX Alterations to the Constitution

Alterations to the terms of the Constitution may be made by resolution of a 75% majority of the Advisory Board voting, pending final approval by the membership. Final approval must be given by 75% of those members voting. Voting will take place by postal ballot. The membership must be allowed a reasonable length of time to consider any proposed changes to the Constitution. Ballots cannot be counted sooner than 21 days following the postmark deadline.

ARTICLE X Dissolution

In the event it is necessary or expedient to dissolve the Dance and the Child International, the General Council shall have power and complete autonomy to realize its assets in any manner it may consider expedient and to take all necessary steps to pay or settle any liabilities there may be. Any assets remaining after meeting all debts, liabilities and expenses shall be made over to any body or bodies which exist for the promotion of similar objectives to those of daCi.